How to request usage of the training or board rooms using outlook. Click on photos to enlarge.

5 Steps total

Step 1: Making the request

In OUTLOOK, click on, “NEW ITEMS” & a pop-up menu will open. Choose, “MEETINGS” but you can also select, "APPOINTMENTS".

Step 2: Requesting the room by location

A new window will pop up. You will not need to fill in the LOCATION. If you are requesting a training or a board room, please click on the "ROOMS" button to the right of location. Once the room is selected the location area will populate. Do not change anything in the location area once the room is selected. If you need to change locations, use the ROOMS button. If the room is reserved, you will see it on the right. You will also see a list of suggested available times.

Step 3: Selecting the attendees

Do not remove or add any items to the, "TO" line. The line will automatically be populated during your selection period. Click on, “SCHEDULING ASSISTANT”. Another new window will pop up. Click on, “ADD ATTENDEES”

REQUIRED: Everyone needing to be at this event. You can also add external email addresses to notify trainers, board members, auditors, etc. (Add a semi-colon between each address)

OPTIONAL: Everyone needing to be notified of the event but do not have to attend.

You will also set the time and day using this menu. When you add ATTENDEES their calendar availability will populate the calendar (if they are keeping their calendar up to date).

Step 4: Requesting additional resources

RESOURCES: (Future feature) This will be used to request any items from the IT department – EX> projectors, laptops, etc. (There is an Acer laptop with projector that can now be requested) This option will be under the ADD ATTENDEES button. Do not remove anything that is already on the RESOURCES line.

Step 5: Adding a Subject & any remaining resources

Click on, “APPOINTMENT” to get back to the request. You will see that the TO and LOCATIONS line are now populated. PLEASE do not change anything on those lines once you come out of the ASSISTANT tab. You can now fill in the SUBJECT line and add any notes to the body of the request. Please add any addition resource requests to the body of the message (notepads, pointer, remotes, etc.).

The email request will check the calendar for room availability and the room monitor will respond by sending you an, “APPROVED, DECLINED or RESCHEDULE”. The request will also be posted on your calendar and anyone else using Outlook. If the event is cancelled, just go to your calendar and cancel the request. All parties will be notified of the change. The room will be put back in n available state. PLEASE do not wait to the last minute to post your requests or cancellations.